Correcting the Forms Inventory - Any Location
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The Forms Register Maintenance - Any Location tab lets you maintain the forms inventory register by performing the following actions:
- Correct the serial number (C)
- Issue a new form and void the original form (S)
- Void the form (V), including prior month credit union checks, cashiers checks, operating checks and money orders.
- Record offline serial number issues (I)
- Return the form back to the original location (R)
- Place the form in the mutilated location which voids the form (M)
- Print the forms inventory register
- Specify the location to be affected by the maintenance
After you maintain a form, Portico automatically puts the form back into the location associated with the teller performing the transaction, if the form needs to be returned to inventory.
You can perform prior-day maintenance on any master product code except for GOGC - Gift Checks, GOTC - Traveler’s checks, and GOT2 - Traveler’s Checks for Two. This exception applies only if your credit union uses the American Express Auto Settlement feature.
You can perform prior-month maintenance on any master product code except for the following:
- GKCU - Credit Union Checks
- GKCC - Cashier’s checks
- GKOP - Operating checks
- GOGC - Gift Checks. This exception applies only if your credit union uses the American Express Auto Settlement feature.
- GOT2 - Traveler’s Checks for Two. This exception applies only if your credit union uses the American Express Auto Settlement feature.
- GOTC - Traveler’s checks. This exception applies only if your credit union uses the American Express Auto Settlement feature.
The Forms Management check box must be selected in the Products section on the Credit Union Profile - Products & Services tab. The number of days of history the system retains for the Forms Management register is specified in the Forms Management Register field in the Journaling section on the Credit Union Profiles - History/Reversals tab.
No information appears on the Forms Register Maintenance - Teller Locations Only tab until you complete the following windows/tabs:
- Location Information window - defines the form locations
- Form Information window - defines the form information
- Movements – Receive Forms tab - increases the form inventory
- Movements – Send Forms tab - reduces the form inventory
- Transactions that issue checks, money orders, or traveler's checks.
To maintain a form, display the form using the associated serial number. The system displays any forms issued in the current period that match the serial number. Records with an action code of I (issue), C (correction), S (substitute), R, (return), M (mutilated), or V (void) appear. You can then maintain the form by selecting the proper code from the Action drop-down list. The Forms Register Maintenance - Teller Locations Only tab automatically puts the form back into the specified location if the form needs to be returned to inventory.
An override teller ID is required if the serial number exceeds the variance specified on the Form Information window.
To access the Forms Register Maintenance - Any Location tab, under Teller Management on the Portico Explorer Bar, click Tasks & Activities. The Open tab appears on top. Click the Forms Management tab. The Movements tab appears on top. Click the Corrections tab.
On the Corrections tab, click the down arrow on the Select a Forms Correction Type drop-down box and select Forms Register Maintenance - Any Location.
How do I? and Field Help
Complete the following steps to maintain the forms inventory.
- In the Original Serial Number field, enter the serial number of the form that needs to be maintained. For American Express master product codes GOTC, GOT2 and GOGC, the serial number must be alpha characters. If a match is found, the system will display all forms that have the specified serial number. If no match is found, the system will respond with a END OF FORMS REGISTER LIST message and no information will be displayed. Length: 14 numeric (alpha characters for American Express master product codes GOTC, GOT2 and GOGC)
- Click the Location Type down arrow to select the form location type. The valid options are: D - Drawer, S - Supplier, U - Mutilated, or V - Vault. Then, click the Location ID down arrow and select the form location ID. The branch associated with the forms location automatically appears.
- Click the green arrow. All the forms with the serial number specified appear in the Forms Correction Area. The message SERIAL NUMBER NOT FOUND IN LOCATION INVENTORY appears if the form is not in the forms inventory.
- Click the Action down arrow next to the individual form and select the maintenance type. Then, change the form information as needed.
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Click the down arrow to select the maintenance type. The valid options are Blank - Inquire. System default. C - Correction. Places the original serial number used in the initial transaction back in the location's inventory of the teller performing the correction, marks the correct form number as issued on the forms register file, and removes the form from the location of the teller doing the correction. R - Return. Places the original serial number used in the initial transaction back in the location's inventory. The financial transaction was reversed. The system marks the record on the forms register file as returned to inventory. S - Substitution. Voids the original serial number and issues a new form on the forms register file. Reduces form inventory for the location. I - Issue. Issues original serial number and reduces form inventory for the location. System marks the form as an issue (I) on the forms register file. V - Void. Void of a financial transaction and the form issued with that transaction on the forms register file. M - Mutilated. Form was never issued by a financial transaction. Voids the original serial number on the forms register file and reduces the form inventory for the location. The following table lists the action codes that are valid for each correction code when you maintain a previously-corrected form:
The system updates the following transaction reports when an action is performed and the master product code involved is for a cashier's check, an operating check, or a credit union check:
Action codes I and S increase the offline issue totals for the teller performing the transaction. Action codes S, V, and M increase the void totals for the teller performing the transaction. If the action code is C and the original serial number was issued offline by the same teller in the same branch, the system does not update any totals. If the action code is R and the original issue was done by another teller, the offline totals (if the issue was generated by the Forms Register Maintenance - Teller Locations Only tab) or the online totals are decreased for the original teller. Keyword: AC |
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The credit union-defined form number from the Form Information window. Keyword: FN |
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The revision number that corresponds to the form. For example, there may be two different styles of checks used by the credit union due to updates when the forms were ordered from the check vendor. You would use revision numbers to track the activity for each of the two styles. The system allows a maximum of three revision numbers for each master form ID. Once you have disbursed all forms within a specific revision number, Portico recommends that you delete that revision number. Length: 4 numeric Keyword: RN |
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The original serial number of the form issued in the original transaction. This is a required field for action codes I, C, M, R, S and V on the Forms Register Maintenance - Any Location tab. Length: 14 alphanumeric Check Forms (CUCK and OPCK) only allow a max of 6 digits. Money Orders allow 11 digits. Keyword: OS |
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The original computer-assigned number of the financial transaction which processed a form. This is a required field for action codes I, C, R, S, and V on the Forms Register Maintenance - Any Location tab. Length: 5 numeric Keyword: OC |
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The new serial number assigned to the form. This is a required field if the action code is C or S on the Forms Register Maintenance - Any Location tab. Length: 14 alphanumeric Check Forms (CUCK and OPCK) only allow a max of 6 digits. Money Orders allow 11 digits. Keyword: NS |
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The amount of the transaction associated with the form. Length: 12 numeric including decimal Keyword: TA |
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The member number associated with the form. Length: 12 numeric Keyword: MN |
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The computer-assigned number associated with the form reversal. Length: 5 numeric Keyword: RC |
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Indicates whether a serial number issued under Forms Management has been corrected. The system-generated options are: Blank - Issued serial number has not been corrected, returned, substituted, mutilated, or voided. C - Issued serial number has been corrected. R - Issued serial number has been returned to inventory. S - Issued serial number has been substituted. M - Original serial number has been mutilated. V - Original or issued serial number has been voided. |
If desired, select the Print Form Maintenance Report check box to print a report of the form correction. If you select the check box and specify an action at the same time, the system will perform the maintenance, then print the file. However, if any errors occur, the system will not print the file.
Click Submit to send the form correction to the Portico. Click Reset to disregard all changes and clear the fields.
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- Forms Register Report 820
- Branch Check Register Summary Report 893
- Check Register Report 900
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